Fiscal Services Technician - Purchasing

Overview

Under the direction of the Director of Fiscal Services, provide responsible technical purchasing function for the District; purchase materials, supplies, furniture and equipment; assist in construction contract administration; perform specialized purchasing clerical duties; perform related duties as assigned.

This job description is being reviewed and is subject to change pending Board approval.

The following duties are typical of those performed by employees in this job title; however, employees may perform other related duties, and not all duties listed are necessarily performed by each employee in the job title.

• Promote sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds within a community college environment.
• Prepare bid specifications, distribute bids, and prepare packages for evaluation in accordance with District policies and all applicable laws and regulations.
• Request quotes and negotiate with vendors and suppliers for optimal price, quality, quantity, and delivery terms; research new product and recommend new or alternate products.
• Review requisitions for accuracy and budgetary authorization and issue purchase orders.
• Prepare purchase orders and procure equipment and supplies; verify information; assign vendor numbers; obtain necessary authorizations; distribute to appropriate sources; ensuring methods of procurement are in accordance with District policies and procedures.
• Process, place and expedite authorized non-stock requisitions for the District; obtain necessary authorizations and process according to established District policies and procedures.
• Coordinate with vendors, divisions, departments and the District warehousing department to assure timely delivery of supplies and equipment.
• Participate in construction contract administration; assist in overseeing contracts to meet established terms and conditions; handle problems with vendor orders and contracts to ensure District needs are met.
• Provide assistance to staff and vendors regarding repairs to District equipment.
• Operate a computer, copier and other related office equipment.
• Order and maintain District supplies and forms for the Fiscal Services function.
• Meet timelines and maintain accuracy.
• Confer with District staff and vendors concerning quality and timelines of receipt of equipment, furniture and supplies; follow-up on purchase orders and investigate complaints.
• Provide training and support to District staff on creating and approving requisitions, navigating the purchasing application, and other purchasing needs.
• Process and provide assistance for staff on District Travel Claims.
• Serve as head cashier; receive in-person student account payments, reconcile daily cashiering sessions, and provide assistance to students with the online payment center. Maintain petty cash fund; disburse as authorized; and maintain records.
• Perform related duties as assigned.

Any combination equivalent to two (2) years college coursework and two (2) years increasingly responsible accounting or purchasing experience. Community college experience is preferred.

Valid California driver's license and acceptable driving record and qualify for insurability by the District's insurance carrier.

Basic purchasing policies, practices and terminology; modern office practices, procedures and equipment; financial and statistical record-keeping techniques; financial software, such as Excel; basic math skills; telephone techniques and etiquette; correct English usage, grammar, spelling, punctuation and vocabulary; operation of a computer for data entry and financial record keeping; oral and written communication skills; basic bid preparation and procedures; interpersonal skills using tact, patience and courtesy.

Learn and apply state, federal and District rules, regulations and laws; provide technical assistance to the purchasing of materials, supplies and equipment; assist in construction contract administration; negotiate with vendors regarding services, products, terms and conditions; apply independent judgment; apply policies, practices and terminology used in purchasing supplies and materials; operate a variety of office equipment including a computer terminal and other office equipment;

add, subtract, multiply and divide quickly and accurately; understand and follow oral and written directions; establish and maintain cooperative and effective working relationships with others; meet schedules and timelines; maintain records and prepare reports; communicate effectively both orally and in writing to exchange information in person and on the telephone; sit for extended periods of time; lift, carry, push or pull light objects;

bend at the waist, kneel or crouch.